Quick Summary:
- Ask the agent to resend the agreement email, then confirm your address.
- Request a printed copy at the desk, and photograph every page.
- Screenshot rate details, deposit, mileage, fuel policy, and damage report.
- Write missing terms on the contract, initial changes, and keep receipts.
Arriving for car hire in Miami can be fast paced, especially at airport and downtown desks where staff handle long queues. Even so, you should not drive away without a hire agreement you can access and keep. The hire agreement is your proof of what you accepted, including the price, deposit, insurance selections, mileage, fuel policy, and any pre-existing damage. If the agent does not hand you a printed copy or email one to you, treat it as a fixable admin issue, but fix it before you leave the counter.
This guide explains exactly what to do on the spot in Miami, what to screenshot, and what to write down so your car hire paperwork matches the deal you believe you have accepted.
Why the hire agreement matters at Miami pick-up
Your hire agreement is the single document that ties together your reservation, the vehicle you are given, and the charges the supplier is allowed to take. If something later looks wrong, such as a different daily rate, a larger deposit, added cover you did not want, or a fuel charge, the hire agreement is usually the first thing customer support and payment providers will ask for.
Miami is also a location where pick-ups happen across different areas. You might collect at an airport counter, a downtown branch, or a neighbourhood desk. For example, if you are collecting near the beach, you might have arranged car hire through Miami Beach pick-up options. If you are collecting closer to the main travel hubs, you may be using Miami MIA car rental. Wherever you collect, the principle is the same: you need a copy of the agreement and evidence of the key terms.
Step 1: Ask for the agreement copy immediately, and be specific
If you are not given a printout and nothing arrives by email while you are at the desk, ask straight away for a copy of the signed hire agreement, not a summary. Use clear wording: “Please print the full hire agreement, including all pages and terms” or “Please email the signed agreement to me now and confirm it has sent”.
Then do three quick checks while the agent is still engaged:
First, confirm the email address on file. Many missing agreements are simply sent to a mistyped address. Ask the agent to show you the address on their screen, and read it back.
Second, ask whether the agreement can be accessed in your supplier account or app, if they use one. If so, ask the agent to show you where, and take screenshots while you can still see the full booking details.
Third, ask for a time estimate. If they say it will arrive “later”, ask them to resend it now. If the branch printer is down, ask for an emailed PDF instead.
Step 2: Do not leave the desk until you have something you can keep
Sometimes the desk will provide a checkout slip, a key tag, or a vehicle assignment note, but not the actual hire agreement. Treat those as helpful, but not sufficient. If the agent insists they cannot provide the agreement, ask politely for a supervisor. Keep your tone calm, and frame it as compliance: you need the document for your records.
If you are collecting from a busy branch, such as a downtown location, it helps to know the exact branch name and address for your notes. If your booking is tied to a downtown supplier desk, you might be dealing with a location like Payless downtown Miami or Alamo downtown Miami. Write down the branch name shown on signage or on the counter paperwork, because you may need it later if customer service asks where the agreement should have been provided.
If the desk truly cannot print or email at that moment, ask them to show the agreement on screen and let you photograph it. A clear photo of each page is far better than leaving with nothing.
Step 3: Screenshots and photos to take before you drive away
Even if you eventually receive a PDF, you should still capture evidence at pick-up. Screenshots provide time stamped proof of what you were shown, and they are useful if the email arrives later with different terms.
Take screenshots or photos of the following, and ensure your images are readable:
1) The rate breakdown. Capture the daily rate, taxes, fees, and any location surcharges. If you see line items you did not expect, ask for an explanation immediately.
2) The security deposit and payment method. Note the deposit amount and whether it is a hold or a charge. If a debit card is being used, confirm any additional requirements and get them in writing.
3) Fuel policy and refuelling charges. Screenshot the fuel option selected, such as full to full or prepaid. If the policy is unclear, ask them to write it on the agreement or add a note.
4) Mileage. Capture whether mileage is unlimited, limited per day, or limited per rental. If there is a cap, capture the per mile cost for exceeding it.
5) Insurance and add-ons. Screenshot what is included, what is declined, and what is accepted. Pay special attention to roadside assistance, toll packages, additional driver, and upgrade charges.
6) The vehicle details. Photograph the vehicle registration, VIN if shown, make, model, and class. If you were promised a particular class for car hire, this helps show what you actually received.
7) The pre-existing damage report. If they use a diagram or digital inspection, photograph it. If they do not provide one, you should create your own evidence, which the next section covers.
Step 4: What to note on the contract, and how to get it acknowledged
If you are missing the printed or emailed agreement, you also want a record of any important clarifications. The goal is to prevent later disputes about what was said at the counter.
Ask the agent to add notes to the agreement or checkout paperwork, then ask them to initial the note. If they refuse to alter the contract, write your own note on any paper they give you, then ask the agent to initial it. Keep your notes short and factual.
Useful notes to add include:
Price and inclusions confirmed: write the agreed total, currency, and what is included, such as taxes, fees, and any specific cover.
Deposit amount and reason: record the deposit figure and whether it is a hold. If the amount is higher than expected, note the reason given by staff.
Fuel policy stated verbally: if the staff explained full to full, write “Fuel full to full confirmed by agent at pick-up”.
Mileage terms: record “Unlimited mileage confirmed” or the exact limit.
Missing agreement: write “Printed or emailed agreement not provided at pick-up, requested at [time]” and include the agent name if visible on their badge.
When you write times, use local time in Miami. If your phone is set to another time zone, note that too.
Step 5: Do your own vehicle condition record, and share it
Even if the issue is only missing paperwork, use the moment to protect yourself on damage claims. Before leaving the lot, walk around the car and take a complete set of photos and a short video.
Cover every panel, the bumpers, wheels, windscreen, roof edge, and the interior. Photograph the fuel gauge and odometer with the ignition on. If there are scratches, dents, or cracked trim, take close-ups and one wider shot that shows where the damage is on the car.
If the supplier has a digital check-out system, ask the agent to add any damage you found. If they cannot, send the photos to the email address they use for the branch and ask them to confirm receipt. If they will not provide an email, keep the evidence for drop-off and for any later dispute.
Step 6: If they promise to email it later, set a clear deadline
Sometimes staff will say the agreement will arrive after you leave. If you accept that, set a practical deadline and a follow-up plan. For instance, ask them to resend it while you wait five minutes, then check your inbox and spam folder. If it still does not arrive, ask for a different delivery method, such as a printed copy or a photo of the signed agreement.
Before you leave, note the branch phone number shown on the receipt or signage, and the agent’s name. If you later need to chase the document, you can reference your pick-up time, vehicle registration, and contract number, if one is shown anywhere.
Step 7: What to do if you only get a tablet signature screen
Some Miami desks use tablet signing and do not automatically provide a printout. If you sign on a screen, ask to review every page before signing, especially the totals and add-ons. After signing, ask the agent to show the final signed version and email it to you on the spot.
If they cannot email it instantly, photograph the “signed” confirmation screen, the contract number, and any summary page that shows totals. Make sure your photo captures the date and time on the screen if possible.
Step 8: Keep your evidence organised for the rest of the rental
Create a folder on your phone called “Miami car hire agreement” and store: photos of the contract screens, screenshots of rate and deposit, the vehicle condition photos, and any receipts. Keep the rental return receipt as well, and take a photo of the fuel gauge at drop-off.
This is not about expecting problems, it is about making sure that if a charge appears later, you can compare it against the terms you accepted at pick-up.
Common mistakes to avoid at Miami pick-up
Leaving the counter without confirming your email address. A one-letter typo can mean you never receive the agreement.
Assuming a key tag is the contract. Key tags rarely show insurance choices, deposit terms, or add-ons.
Not checking add-ons line by line. Optional items can be added quickly in busy queues, so confirm what is selected.
Failing to record pre-existing damage. Missing paperwork and missing damage records often happen together, so handle both.
FAQ
Can I legally drive away in Miami without a printed hire agreement? You can often still collect the car, but it is risky. You should request a copy immediately and keep photo evidence of the terms shown at the desk.
What screenshots are the most important if I get no emailed agreement? Capture the total price breakdown, deposit amount, fuel policy, mileage terms, insurance selections, and the contract number or booking reference displayed.
What should I write down if the agent says the agreement will be emailed later? Note the agent name, branch, time of pick-up, vehicle registration, and the statement that no printed or emailed agreement was provided at pick-up.
What if the emailed agreement arrives later with different charges? Compare it to your screenshots and desk photos. If there are differences, contact the supplier promptly with your evidence and ask for a corrected agreement or written clarification.
Does taking photos of the car at pick-up really help? Yes. A full set of time stamped images reduces disputes about damage, and it supports your position if paperwork is incomplete.
